The procedure to generate bulk orders for a planned works programme is as follows:
- Navigate to Quick Menu > Planned & Servicing Lite > Management > Planned Program Management. The Planned Program Management window is displayed.
- Expand a status heading and select an associated planned works programme from the alphabetical list, or type its name into the Search Programs field. By default the list is filtered to show All planned programmes. An alternative filter can be applied using the Select view drop-down field: Authorised, Awaiting Authorisation, Cancelled, Complete, Entered, On Hold, Work In Progress, etc.
1.
- Click on Orders. The Orders tab is activated.
- Click on Create Orders. The Add Assets window is displayed, revealing all assets linked to the planned works programme, subdivided by asset type 2; (c) Activate the tick box against one or more asset types to be included within the filter - click on the expansion level pointer icon (
) to reveal individual asset records within each type 3; (d) Click on Add to transfer the chosen subset to the right ('required') pane, or Add All to transfer all displayed records, irrespective of tick box status 4; (e) Click on Select - The Create Works Orders window is displayed.
- Using the Priority drop-down field, ensure that the selected value reflects the preferred priority weighting for the planned works orders and apply any required change 5.
- Using the Repair type drop-down field, ensure that the selected value reflects the preferred classification of repair relevant to the planned works orders and apply any required change 6.
- Use the Additional analysis field to further characterise the nature of the planned works instructions.
- Select the staff member coordinating this subset of asset works orders within the wider housing stock upgrade programme using the Request contact spy-glass icon (
).
- Use the Description field to add contextual information in support of the asset works orders being generated.
- Using the Contractor drop-down field, select the preferred service provider to be awarded the planned works for the chosen asset subset; the associated Contract must also be specified using the adjacent field 7.
- Where the preferred service provider for the planned works orders is not yet known, click on Create Works Orders; otherwise click on Create Works Orders And Issue. The end user is asked to affirm the chosen operation before the Create Works Orders - Complete window is displayed, summarising the outcome of the order generation process; any errors are reported in the Results summary table.
- Optionally, click on Export To Excel to analyse the results in more detail. This requisite step is covered separately in the topic To export a planned works order summary to MS Excel.
- Click on OK. A system-generated reference number is assigned to each new planned works order.
Note
1 The Search Programs field will match against any element of the planned works programme name.
2 Only asset records linked to the planned works programme will be available for selection, and furthermore only those where the status progression is not already set to Cancelled, Completed or On Hold.
3 The returned results can be refined further by entering a component of the asset address into the dynamic search field provided.
4 In the same way, use the options Remove and Remove All in conjunction with the associated tick box fields to transfer asset records out of the right ('required') pane.
5 Upon first access, this field will be automatically populated with the default priority weighting configured for the planned works programme.
6 Upon first access, this field will be automatically populated with the default repair type configured for the planned works programme.
7 Upon first access, these fields will be automatically populated with the default contractor and associated contract configured for the planned works programme.
See related topics...
Planned works progression management overview
To export a planned works order summary to MS Excel
To issue planned works orders to a contractor
To update the status of a planned works order
